What are the responsibilities and job description for the Administrative Assistant position at Arrowstreet Capital?
The Administration and Facilities Team is the face and first point of contact at Arrowstreet. We strive to maintain a polished, professional, and courteous reception experience. We are responsible for continuously ensuring that the firm's administrative operations and workspace are running effectively and efficiently. We are a collaborative, communicative, helpful, and cohesive team.
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Position Overview
The Administration and Facilities Associate will be a hands-on contributor responsible for coordinating, managing and completing all Reception and Facilities tasks.
Key responsibilities
Greet and coordinate with visitors to the Arrowstreet office
Manage workspace requests such as : Facilities repair & HVAC management
Manage catering process and vendor relationships
Monitor conference room calendars and resolve conflicts
Maintain Outlook calendar for team
Order and stock office and kitchen supplies
Coordinate all document archiving and shredding services
Maintain team data lists in Excel
Monitor and collect various communications for management review / approval
Assist Administration and Facilities Manager with building security and the coordination of emergency safety drills
Coordinate all corporate transportation options
Maintain and update seating charts and coordinate seating moves and assignments
Assist with annual Administration and Facilities budget
Review and validate Administration and Facilities invoices
Facilitate and lead various projects to ensure timely completion
Collaborate with Administration and Facilities Manager on a day-to-day basis and ad hoc projects as needed
Proactively plan and monitor seating capacity for employees and conference rooms
The ideal candidate :
A self-starter with excellent organizational, time and relationship management skills
Possesses excellent verbal and written communication skills
Proficient in Microsoft Office
Highly detail-oriented and inquisitive
Able to work with minimal supervision while proactively providing updates, facilitating reviews of progress and meeting deadlines
Collaborative with colleagues and has the ability to thrive in a team-oriented work environment
Takes ownership of potential issues and communicates with managers in a timely manner
Flexible in order to provide occasional support for before or after hours vendors.
Qualifications :
Approximately 2 to 3 years professional experience in an Administrative / Facilities role
Bachelor's degree preferred
Hands-on direct experience working in a fast-paced, dynamic environment : including familiarity with answering / directing phone calls, greeting guests, managing catering process, managing Outlook calendars and conference room schedules
General knowledge of facilities maintenance / repair management, moves, and build-outs
Microsoft Excel skills and comfort and proficiency with Outlook & Word
Demonstrated and strong organizational skills
Ability to work in an independent, self-directed manner and to perform equally well as part of a team
Ability to follow through and deliver on management-directed tasks and provide ongoing feedback and communication to the Admin & Facilities manager and team
Arrowstreet Capital is a Boston-based systematic investment firm that manages global equity portfolios for institutional investors around the world.
Arrowstreet Capital is an equal opportunity employment firm that values diversity and inclusion. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, ancestry, gender identity, genetic information, age, sexual orientation, pregnancy, medical condition, disability, veteran or military status, marital status or any other characteristic protected by federal, state, or local law. For more information, please refer to the Know Your Rights poster, as well as the following Pay Transparency statement.
Arrowstreet Capital is committed to working with and providing reasonable accommodations for qualified individuals with disabilities and disabled veterans. If you need a reasonable accommodation for any part of the employment process due to a disability, contact us to discuss the nature of your request and contact information.
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